Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to enter into a software maintenance and support contract with Accela, Inc. The original agreement (EL006387) was authorized by ordinance 1323-2006, passed on July 24, 2006. The contract was most recently renewed by authority of ordinance 0082-2011 (purchase order EL011466) passed February 28, 2011. This contract renewal will enable the City to enter into a five-year agreement with Accela, providing significant discounts/savings.
This ordinance will authorize the first term of the agreement, providing service for the period April 1, 2012 to March 31, 2013, at a cost of $279,016.69. This cost includes up to forty (40) hours of on-site technical assistance from Accela consultants to assist with system upgrades, at a cost of $9,600. Software maintenance and support costs for the next four terms of the agreement are as follows: 2nd year $269,416.69 for April 1, 2013 to March 31, 2014; 3rd year $277,499.18 for April 1, 2014 to March 31, 2015; 4th year $285,824.16 for April 1, 2015 to March 31, 2016; and 5th year $294,398.88 for April 1, 2016 to March 31, 2017. As needed, subsequent terms may also include on-site technical assistance, the costs of which will be negotiated, and will be in addition to the costs just specified. Payment for subsequent annual terms is contingent on available funding and approval of proper City authorities. The proposed agreement enables the City to cancel the agreement, without penalty, in the event that funds are not appropriated to pay for future annual terms.
The contract will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software maintenance and support services utilized by The Department of Building and Zoning Services; which also supports daily operational functions that benefit various City departmen...
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